Conflict of Interest and Disclosure Policy

Institute of Applied Artificial Intelligence and Robotics (IAAIR)
Last updated: 06/17/2025

1. Purpose

This policy sets out the principles and procedures for identifying, disclosing, and managing conflicts of interest (COIs) at the Institute of Applied Artificial Intelligence and Robotics (IAAIR). It ensures that decisions related to research, funding, partnerships, and publications are made with integrity, objectivity, and transparency.

IAAIR is committed to maintaining the trust of our partners, funders, and the public. Disclosing and managing conflicts is essential to preserving that trust.

2. Scope

This policy applies to all individuals affiliated with IAAIR, including:

  • Faculty, researchers, and engineers

  • Postdocs, research interns, and visiting scholars

  • Contractors, consultants, and external collaborators

  • Board members and advisory committee members

  • Anyone involved in IAAIR-related decision-making, research, or publications

It applies to activities including (but not limited to):

  • Research design and execution

  • Procurement and vendor selection

  • Grant funding and review processes

  • Publication authorship and peer review

  • Commercialization and licensing of intellectual property

  • Public speaking and media representation

3. Definition of Conflict of Interest

A conflict of interest arises when an individual’s personal, financial, or professional interests could interfere with, or appear to interfere with, their responsibilities to IAAIR.

Conflicts can be:

  • Financial: Personal financial gain (e.g., stock ownership, consulting fees, honoraria, royalties)

  • Professional: Leadership roles in external organizations that influence or overlap with IAAIR work

  • Personal: Relationships with collaborators, students, or vendors that may affect objectivity

  • Institutional: IAAIR’s organizational relationships or partnerships that affect research direction or decision-making

A conflict does not imply wrongdoing—but failing to disclose one can lead to serious consequences.

4. Disclosure Requirements

All IAAIR-affiliated individuals must disclose any potential conflicts of interest:

  • At the start of employment, appointment, or engagement

  • When submitting research proposals, publications, or public presentations

  • During procurement, review, or hiring decisions

  • Annually through the IAAIR COI Disclosure Form

Disclosures must be made to the Office of Research Integrity or appropriate department lead. All disclosures are treated confidentially and evaluated for management or mitigation needs.

5. Common Examples of Conflicts

Examples of disclosable conflicts include (but are not limited to):

  • Serving as a paid advisor to a company while researching in a related domain

  • Holding equity or stock in a startup using IAAIR-developed technologies

  • Using one’s IAAIR position to favor a relative’s business in a procurement process

  • Co-authoring a paper with a family member or romantic partner without disclosure

  • Receiving travel reimbursement or gifts from a potential vendor or funder

  • Participating in a grant review panel for a project involving personal collaborators

If in doubt, the rule is: disclose it.

6. Review and Management

Disclosures will be reviewed by the IAAIR Conflict of Interest Review Committee or designated official. Outcomes may include:

  • Approval with no restrictions

  • Recusal from specific decisions or roles

  • Disclosure of the conflict in publications or presentations

  • Restructuring of the activity to eliminate the conflict

  • Prohibition of the conflicted activity, in rare cases

Researchers may be asked to complete a Conflict Management Plan, which outlines agreed steps to mitigate potential bias or influence.

7. Publications and Public Representation

Any publication, media appearance, presentation, or whitepaper affiliated with IAAIR must include:

  • Disclosure of any financial or professional interests relevant to the topic

  • Disclosure of institutional support or funders

  • A statement if no conflicts exist (e.g., “The authors declare no competing interests.”)

This includes submissions to journals, conferences, blogs, or policy briefings.

8. Vendor and Procurement Activities

Individuals involved in vendor selection, procurement, or contract evaluation must:

  • Recuse themselves from decisions involving organizations with which they have a personal or financial interest

  • Avoid steering opportunities to personal associates or family members

  • Notify the Operations Office of any prior affiliations with bidding vendors

Procurement must be conducted in a fair, transparent, and merit-based manner.

9. Breaches and Noncompliance

Failure to disclose a conflict of interest may result in:

  • Withdrawal of institutional support or funding

  • Retraction of publications or public statements

  • Disciplinary action, including termination of appointment

  • Notification to funders or partner institutions, if required

IAAIR will take appropriate corrective action while ensuring due process.

10. Training and Education

All IAAIR-affiliated personnel must complete annual COI training, which includes:

  • Examples of common conflicts in AI and research

  • How to disclose and manage conflicts

  • Case studies and best practices

  • Expectations for board and advisory committee members

Training completion is required for participation in funded projects, supervisory roles, and public representation of IAAIR.

11. Contact and Disclosure Submission

To submit a disclosure, ask a question, or report a concern, contact:

Office of Research Integrity:
📧 hello@iaair.ai